Loading...
HomeMy WebLinkAboutDepartment Head Meetings Minutes 04.27.2010 MINUTES DEPARTMENT HEAD MEETING APRIL 27, 2010 3:00 P.M. COUNCIL CHAMBERS PRESENT: Mayor Ken Olson James Caniglia Rick Musson Bill Sheridan Kurt Markegard Derek Yeager Sam Painter Nancy Schmidt Council Workshop Aeenda — April 27, 2010 General items: • Laurel Ambulance — Appointment of Elliott Grayson as an EMT Public Works Department: • Jack Roma's request for easement on city property Kurt did not know if Jack Roma would attend tonight's meeting. If the council approves the road, Kurt's recommendation is to require that the road be built to Public Works Standards and the fencing be provided. • Water fill station Chad Hanson will attend tonight's council workshop to explain the proposed costs. Bill, Kurt, Sam, and Mayor Olson will meet following this meeting for further discussion. • SID for rebuild of streets damaged during water line replacement Chad has prepared the figures for the SID. He has asked that letters be sent to the property owners before a full -blown SID is prepared. Mayor Olson questioned if the city would be obligated for the full $23,000 task order if the SID does not go forward. Dorsey & Whitney has not been hired for this SID yet. Chad will prepare the letter and a self-addressed, stamped envelope will be included for their response. • Resolution — Agreement with MDT for street cleaning Kurt explained that the $5,000 agreement is for street sweeping on Main Street and South 1" Avenue. • Resolution — Change Order No. 2 (Reconciliation) for the 2009 Street Maintenance Project The change order is needed to reconcile the accounts for last summer's street maintenance project. The project ended $1,000 less than anticipated. • Resolution — Task Order No. 18 with Great West Engineering for the Montana to Wyoming SID Chad Hanson will attend tonight's council workshop to provide input. Planning Department: • Energy Grant James is waiting to hear from the State of Montana. The man that did the energy audit told James that more money might be saved by insulating the building than by replacing the windows. • Extension of medical marijuana moratorium Department Head Meeting Minutes of April 27, 2010 James recently gave copies of the proposed medical marijuana regulations to Rick, Sam, and Jay Bell at the Sheriff's Office. Sam explained that the current ordinance does not give a 90 -day timeframe. By default, an interim ordinance is good for six months and could be extended twice. James should be able to provide a report to the council by June. He will provide an update to the council tonight. Police Department: • Resolution — Support Renewal Agreement with Industrial Communications & Electronics • Resolution — Agreement for Replacement Workstations with Industrial Communications & Electronics Rick received two quotes for support renewal and two quotes for the workstations. Quotes were received from Industrial Communications and Electronics in Billings and Mountain Communications in Bozeman. For convenience of service, Rick recommends the contracts with Industrial Communications and Electronics. Chief Administrative Officer: • Discussion — Professional Services Contract with Beartooth RC &D for the HOME Program Bill explained that the HOME Program is currently contracted with Housing Montana, but they have not responded to the city for some time. Beartooth RC &D has offered to provide services. Bill will get advice from the State HOME Program. • Old City Dump Site Sam is reviewing a letter requesting grant assistance of 65 percent for the old dump site. If the City of Laurel receives funding, the Corps of Engineers would have complete control of the project with permitting, design and construction management. Rate increases would be needed for the city's 35 percent match requirement. Great West Engineering will write the grant. Mayor Olson and Bill stated that the city needs to go forward with this. There was further discussion regarding available reserves, the need to submit the grant application, and possible Federal requirements if the city did not move forward. Executive Review: • Ordinance No. 010 -02 — Discussion regarding bond requirement Sam stated that Great Falls, Helena, and Billings do not specify bond requirements. Missoula requires $1 million bond. There was discussion regarding requirements for small contractors versus large contractors, the need to protect Laurel's homeowners, and that a $.5 million bond would be adequate in Laurel. The council will make the final decision. • Discussion — Request for additional mill levy for Planning Department Past history shows that the County Commissioners have increased the planning mill levy: 1.22 in 2005- 2006; 1.35 in 2006 -2007; 1.40 in 2007 -2008; 1.66 in 2008 -2009; and 1.72 in 2009 -2010. The city needs to request as high an increase as possible. Sam will prepare a resolution. • Council Issues: o Public Works Committee — Sidewalk conditions on East Main from First Avenue to Montana Avenue (Mark Mace) Kurt will explain the sidewalk issue to the council, suggest that the Public Works Committee continue to review it, and propose a citywide sidewalk plan. Hardin has a curb, gutter, and sidewalk replacement 2 Department Head Meeting Minutes of April 27, 2010 plan that is financed at 4 percent for twelve years. Hardin has a loan program, replaces sidewalks, and assesses the cost on property taxes. There was discussion regarding a sidewalk program versus using street maintenance funds. Kurt said that a temporary fix could be done on the sidewalk on East Main Street. o Update regarding Asphalt Supply (Emelie Eaton) Joe Gentri informed Gary Colley that MRL is re- negotiating with the contractor because of the heavy asphalt in the tanks. MRL needs to mitigate the hazards. The City of Laurel could take civil action and remove the plant. o Annexation of properties (Emelie Eaton) James will provide an explanation of annexation. o Police Department's policy & procedures regarding complaints out of Laurel's jurisdiction — (Doug Poehls) Rick stated that dispatch provides callers with the phone numbers of the appropriate agency to handle the call according to jurisdiction. Mayor Olson asked Rick about a letter received today about speeding on Cottonwood Avenue. They will discuss it further following the department head meeting. There was discussion regarding signage, speed zones and state routes. Under Montana law, the speed limit is 25 mph in residential areas unless otherwise posted. o Storage container at the corner of 6` Street and 5 Avenue (Kate Hart) Kurt stated that the property owner did not ask public works for permission to place the container. City containers set by the Public Works Department are given five days until the container is picked up. There was discussion. Rick will send an officer to see how long the container will remain there. o Tour of WTP and WWTP on June 22 " Chad Hanson, Stephanie Seymanski, Tim, Kurt and Matt will be available for the tour. Other items There were none. Department Reports: Deputy Clerk There was no discussion. Fire /Ambulance • Consolidated Fire District There was no discussion. Library • Roof replacement Mayor Olson will sign the contract with Kirkness Roofing. Nancy will fax a copy to MMIA. • Status of City of Laurel's website Nancy has not made much progress this month. 3 Department Head Meeting Minutes of April 27, 2010 Police Department Rick spoke regarding the 4th of July parade route, which will be changed because of road construction projects, and the licensing issues for 4 of July vendors. Joanne at the Laurel Chamber of Commerce has proposed an ordinance revision for licensing of vendors. Sam will review the proposed verbiage. There was discussion regarding reimbursement of the fee if vendors help clean up on July 5 the issues with out -of -town businesses collecting a profit and leaving without spending money in Laurel, the solid waste fees incurred by the City of Laurel for events, the proposed July 3rd Clinton Band event, the Jaycees Street Dance, the shortage of barricades and police personnel to cover two events, the need to combine the two events, and that the $75 fee was required but not enforced last year. Rick mentioned that a disaster drill is scheduled at CHS on May 5 from 9:00 a.m. to noon. The event is not in the city limits, but the police and fire departments will provide agency assistance. Roads will not be blocked. Mayor Olson stated that Bill might be called to authorize expenditures during the disaster drill. Kurt has told the water and wastewater treatment plants to be on alert that morning. City Planner • Various grants James submitted the Community Transportation Safety Plan grant to the State recently. • Historic Register James is scheduled to give a PowerPoint presentation to the State Historic Board next month. • Bus Transit System / Council on Aging There was no discussion. Public Works Department • Yellowstone County Road Department for millings Kurt and Tim Miller have communicated regarding the millings. Tim is preparing a Memorandum of Understanding for the project. Kurt wants stipulations included that the City of Laurel is not responsible for overlays and reconstruction of streets that are not annexed into the city. • Construction of a storage building This item is moving forward. • Status of Water Treatment Plant improvements A meeting regarding the HVAC issues is scheduled for tomorrow. Most of the improvements have been completed. • Status of Main Street from 1 t to 8 Avenues o CTEP / billing property owners Kurt stated that Dorsey & Whitney are preparing the SID documents. • SE 4 Street o Storm water o Leveling course o Center turn lane / parking o Street lights 4 Department Head Meeting Minutes of April 27, 2010 o Flat work o SID There was no discussion. • Status of Wastewater Treatment Plant upgrade Kurt stated that the water line and the headworks are in. Morrison- Maierle did not address the condition of the grit removal, so ESI is working on some modifications. A change order will be submitted soon. DEQ recently sent a letter regarding the oil issue at CHS Refinery. Kurt stated that DEQ might want separate responses. • Ditch mitigation ARRA grant project — 7 Street The storm water pipe was installed at Washington and 7 Street today, and the sidewalk should be completed within two weeks. • Water fill station The water fill station will be discussed at tonight's council workshop. • Street improvements on Colorado Avenue Kurt stated that the crew cleaned up the streets and laid some millings on Colorado Avenue. He will back bill COP Construction for the cleanup costs. Fifty garbage cans were delivered today. The Arbor Day celebration is scheduled on Friday at Thomson Park. One tree will be planted during the event, and the rest will be planted Friday moming. If it is raining, the ceremony will be moved to the shelter. This is alley cleanup week and the community event is scheduled this Saturday and Sunday, May 1 and 2" Kurt stated that the alleys are cleaner this year than in previous years. Kurt recently toured some nearby treatment plants with Montana Rural Water. Recent security breaches include a cut fence in Boulder and a padlock that was not secure in Malta. There was discussion regarding proposed security improvements for the City of Laurel. Cameras, fences, and gates are needed. Kurt will work on an RFP for design and construction of the security system at the treatment plants. The underpass will be closed on Wednesday from 8:00 a.m. to 4:00 p.m. Mayor Olson will announce this to the council tonight. Public Works will post ads for seasonal workers this week. Street sweeping will start soon. The police department will be notified, an ad will be published in the newspaper, and notices will be posted on the business owner and apartment doors. Kurt would like to change the sweeping schedule to the east side of the streets on Tuesday, and the west side on Fridays, which would allow parking on the opposite side of the street. City Attorney • Housing Montana agreement 5 Department Head Meeting Minutes of April 27, 2010 Sam prepared a letter to Housing Montana requesting them to contact the City of Laurel within a week or the contract would be terminated. • MDT Transit agreement There was discussion regarding the contracts for the bus system. James stated that another public meeting is needed and the city would have to provide drug and alcohol testing for the drivers. Kurt stated that the drivers could be added to the city's current drug and alcohol testing program. Mayor Olson There was no discussion. Chief Administrative Officer • Discussion — SID process for streets where new water lines were installed There was no discussion. • Impact Fees There was no discussion. • City's lease of railroad property on Main Street for various uses There was no discussion. Other Rick mentioned that the Police Reserve graduation is on Saturday, May 8 at the Masonic Lodge. The Life Flight helicopter will land at the fire hall at 6:00 p.m. on Wednesday. Extrication exercises will be done. Kurt stated that Spruce Grove does not want trees and grass planted in the boulevards in front of their property on 8 Avenue. Since the roller rink and Cable Montana do not have water service, they are allowed to have decorative concrete in the boulevards. However, Spruce Grove has water service to maintain the boulevard. Further discussion is needed. The meeting adjourned at 4:42 p.m. Respectfully submitted, Cindy Allen Council Secretary 6